Executive Administrative Assistant

PremiStar - Deerfield, IL

Full-time - Mid Level

Deerfield, IL

About the position

The Executive Assistant will provide advanced administrative support for the CEO and executive leadership team at PremiStar. This role is pivotal in ensuring that the leadership team can focus on critical business priorities by managing their schedules, coordinating meetings, and handling logistics. The Executive Assistant will be responsible for anticipating the needs of the team, providing organizational support, and managing complex travel arrangements. This includes preparing and tracking expenses, developing communication materials, and generating itineraries and agendas. The position also involves supervising the office manager to ensure the smooth operation of day-to-day office activities. In addition to supporting the CEO, the Executive Assistant will provide administrative support to other members of the executive team. This includes coordinating schedules, managing meeting logistics, and making travel arrangements. The role requires a proactive approach to anticipate the needs of the CEO and the executive team, striving to provide services or products before they are requested. The Executive Assistant will also be responsible for preparing presentations, correspondence, and other documents as needed, as well as supporting the CEO in preparing for internal and external meetings. The Executive Assistant will manage organizational communication and logistics for key internal events, such as board meetings, staff meetings, retreats, and managers' meetings. This includes logistical research and planning, day-of support, and managing invoices and billing. The role may also involve answering the organization's main line and direct calls as needed. Additionally, the Executive Assistant will provide essential support to the Board of Directors, serving as the key point of contact and coordinating meeting logistics, communications, and materials. The position may also include special projects in various functional areas such as HR, Recruiting, Marketing, Development, Finance, or Operations, while maintaining discretion and confidentiality.

Responsibilities

• Complete a range of advanced administrative tasks for the CEO including managing calendar of appointments, arranging detailed travel plans, developing communication, generating itineraries, and agendas.
• Proactively anticipate the needs of the CEO and strive to provide services or products before being requested.
• Provide administrative support to other Executive Team members in terms of coordinating schedules, managing meeting logistics, and making travel arrangements.
• Track leadership team expenses and prepare expense reports for reimbursement.
• Prepare presentations, correspondence, and other documents as requested by the CEO.
• Support the CEO as needed in preparing for internal or external meetings, conducting research and other similar tasks.
• Manage organizational communication, scheduling, and logistics for key internal events such as board meetings, staff meetings, retreats, and managers' meetings.
• Assist in answering the organization's main line and direct calls as needed to team.
• Provide essential support to the Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications, and materials.
• Provide supervision to office managers to ensure effective office operations, policies, and procedures.
• Support other functional areas and members of the leadership team with special projects as needed.

Requirements

• 5 years of experience in an administrative support role, preferably at the executive level.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to manage multiple tasks and prioritize effectively.
• Experience with Adobe Acrobat for document preparation and editing.
• Bachelor's degree preferred.

Nice-to-haves

• Experience in a corporate environment supporting C-level executives.
• Familiarity with travel management and expense tracking software.
• Knowledge of HR, Recruiting, Marketing, Development, Finance, or Operations.

Benefits

• Health insurance
• 401k retirement plan
• Paid time off
• Professional development opportunities
• Flexible scheduling options